Privacy Notices - Work experience Privacy Notice

As part of the work experience process, Swindon Borough Council collects and processes personal data relating to work experience placements. We are committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.

A Privacy Notice is a statement issued by an organisation which explains how personal and confidential data about individuals is collected, used and shared.

We collect a range of personal data about you during the work experience process. This includes:

• Your name, address, date of birth as well as email address and telephone number.
• Details of your education establishment or details of the partner organisation where you may receive support from.
• Data on the type of work experience placement you are interested in, including the dates.
• Data about what specific skills you have.
• Whether or not you have a disability for which the Council needs to make reasonable adjustments during your work experience placement.
• Equality data - to enable the Council to manage its legal requirements under the Equality Act 2010 (Public Sector Equality Duty).

We collect this data in a variety of ways. For example, data might be contained in the Register of Interest Form or CV or collected through interviews or other forms of assessment.

We may also collect personal data about you from third parties, such as your school, college or partner organisation. We will seek further data from third parties, if applicable, only once a work placement has been confirmed and will inform you that we are doing so.

Data will be stored in a range of different places, including on your work experience placement record, within HR systems and on other IT systems (including email). Any paper-based documentation can be scanned and uploaded onto your work experience placement record.

The Council will need to process your personal data to take steps for you to enter into a work experience placement with the Council.

Swindon Borough Council has a legitimate interest in processing personal data during the work experience process and for keeping records of the process. Processing data from work experience placements allows us to manage the administration and evaluation of the work experience process.

Swindon Borough Council may process special categories of data, such as equality data (for example race, age, disability, sexual orientation, gender, religion) to monitor work experience placement statistics and to enable the Council to manage its legal requirements under the Equality Act 2010 (Public Sector Equality Duty). This requires the Council to understand and act on how different equality groups are able to access different opportunities.

We may also collect data about whether work experience individuals are disabled. This is to make reasonable adjustments during the work experience process for those who have a disability. We process this data to carry out our obligations and exercise specific rights in relation to the work experience placement.

Your data may be shared internally for the purposes of the work experience placement process. This includes members of Human Resources & Organisational Development, the Learning & Development team and managers in the business area who will supervise the work experience placement.

Your data will not be shared by Swindon Borough Council with third parties.

We take the security of your data seriously. We have internal policies and controls in place to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by our employees in the proper performance of their duties.

If your application for a work experience placement is unsuccessful, the Council will destroy your data after three months following receipt of your application.

If your application for a work experience placement is successful, the Council will hold your data on file for six months after the end of your work experience placement. At the end of that period your data is deleted and / or destroyed in confidential waste.

You have a number of rights. You can:

• access and obtain a copy of your data on request (Subject Access Request)
• require the Council to change incorrect or incomplete data
• require the Council to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing
• object to the processing of your data where the Council is relying on its legitimate interests as the legal ground for processing

If you would like to exercise any of these rights, please contact the Council’s Data Protection Officer, Civic Offices, Euclid Street, Swindon SN1 2JH or email DataProtection@swindon.gov.uk.

If you believe that the Council has not complied with your data protection rights, you can complain to the Information Commissioner at www.ico.org.uk.

You are under no statutory obligation to provide data to Swindon Borough Council during the work experience process. However, if you do not provide the data, we may not be able to process your application properly or at all.

A yearly audit will take place on personal data to ensure that we remain legally compliant in accordance with current data protection legislation.

Read the main Privacy Notice